Governance

Introduction

Welcome to the documentation of the VSETH IT-Governance. This page details how we manage and lead the IT of the VSETH to create a efficient and secure IT-infrastructure for all users and how this impacts you.

This page is intended to demonstrate the IT Consulting Boards's understanding of the tasks and responsibilities based on its interpretation of the VSETH general rules of procedure (german only) and in particular the IT Consulting Boards regulations.

It is important to mention that in this compilation only those tasks and processes are listed which are relevant for the users of IT (for example, it is relevant for the cooperation between IT Commission, board and ISG that regular meetings with the employees take place, but from the users' point of view this is less relevant).

Goals of the VSETH IT-Governance

Our main goals are:

  • Cost-effective: Provision of a low-cost IT infrastructure which meets the needs of the student organisations.
  • Operational security: Keep failures to a minimum and ensure IT security.
  • Enable all organisations: Enabeling by providing a certain standard for an IT-Infrastructure, regardless of IT affinity.
  • Innovation: Creating an innovation platform that enables volunteers to develop new services for students or improve internal processes with the help of IT.
  • Collaboration: Innovations should be available to all organizations.
  • Lean administration: Lean and user friendly administrative processes.

Structure of the IT-Governance

Actors and Roles

  • User Groups: Different Organisational units using IT services

    The user groups are the various organisational units within VSETH which use VSETH IT services or which VSETH supports or cooperates with their IT in other ways.

    The user groups are roughly divided into the following categories:

    • VSETH bodies
    • Committees
    • Student associations
    • Student organisations 

    The distinction is made because there are different services for the different categories and different conditions for the respective services. Each user group is responsible for designating an Organisational IT Manager (OIV) and notifying the IT Commission.

  • IT Service Group (ISG): Responsible for operation and support of the IT-Infrastructure

    Within ETH Zurich, the departments each operate an IT support group which is responsible for the operational management of IT. Either by administering services of the IT Services or by setting up their own services. Since VSETH also works closely with the ETH structures, it makes sense to use the same terminology here.

    In this sense ISG is responsible for the safe and trouble-free operation of the IT infrastructure as well as the support of the user groups. Within ISG various permanent employees are employed to ensure the quality of service.

  • IT Service Group Leader (ISL): Leads the ISG and makes sure the operation and support happens according to the IT-Service Catalogue.

    The IT support group leader leads ISG and is the link between ISG and the IT Commission. The person taking on the role of the ISL should have acquired IT experience outside of VSETH and should hold the position constantly over several years. A permanent position within the VSETH will be created for this purpose. 

  • IT Consulting Board (ITA): Strategic Leadership and responible for the IT Budget.

    The ITA is a permanent consulting board in accordance with the VSETH and is responsible for: 

    • Strategic management of the VSETH IT infrastructure
    • Budget responsibility via the VSETH IT Budget
    • Project management for IT projects

    It consists of up to 7 persons, who are directly elected by the Council of Members. In addition, the head of ISG ex-officio is a guest at all meetings of the IT Commission.

    The IT Consulting Board defines a service catalogue of IT services which the various user groups can obtain via VSETH.

  • Organisational IT Manager (OIV): Contact person for ISG for each organisational unit.

    In accordance with the objectives above, the VSETH IT aims to provide a reliable, cost-effective and innovative IT infrastructure for a wide range of organisational units such as professional associations, commissions and other student organisations. The technical tasks are largely taken over by ISG, but there are still certain administrative tasks for the operation of the IT resources (e.g. creating new mail distribution lists) which ISG cannot take over because, on the one hand, it does not have the structural knowledge of all user groups and, on the other hand, this would not be very efficient.

    For this reason, each organisational unit that obtains IT services from VSETH appoints a so-called Organisational IT Manager (OIV), who acts as the contact person for ISG for the respective organisational unit and takes over certain administrative tasks.

    The basic principle is: Every organisational unit has it's own OIV. There are a few organisational units for which there are exceptions. These are:

    GremiumZuständigkeitLetzter Checkin mit Gremium

    FR Presidency

    VSETH-Board OIV

     

    MR PresidencyMR Presidency

     

    GPKGPK

     

    ITAVSETH-Board OIV

     

    FINAFINA

     

    SPEASPEA

     

    VEAVSETH-Board OIV

     

    VertretungenVSETH-Board OIVNot required
    AnOrgs / AsOrgsVSETH-Board OIVNot required
    AngestellteVSETH-Board OIVNot required

  • User Board: Plattform for information about IT services and feedback.

    The User Board is a body that meets at least once per semester and is convened by the IT Consulting Board. It gives the IT Consulting Board the opportunity to present new services and changes to the services, but also to give feedback and input to the individual users. The User Board meetings should be attended by all OIVs of the individual organisational units, interested guests are always welcome.

  • Tech Board / Software Development Committee: Technical discussions and development.

    The Tech Board is a body convened by the IT Consulting Board or ISG to discuss technical issues related to IT infrastructure. The main purpose of this commission is to provide technically interested persons with the necessary information on how to develop software on the VSETH IT infrastructure.


  • Board:

    In accordance with the regulations, the VSETH Executive Board has a veto right to override decisions of the IT Consulting Board in the case of certain decisions affecting a large number of users. In addition, the board of directors is responsible for the human resources of ISG employees.


Processes

  • Support Anfragen: Process and responsibilites.
    The support processes are described here.
  • OnBoarding: Integration of new organisational units.
    Onboarding is the process of adding a new organisational unit to the VSETH IT infrastructure. If an organisational unit is interested in using VSETH IT services, such a request can be made to the IT Consulting Board. The IT Consulting Board decides on the request and the ISG takes over the technical tasks if the decision is positive.
  • Offboarding: Move all or certain processes away from VSETH IT.
    Offboarding is the process of an organisational unit to move all or certain services away from the VSETH IT infrastructure. Such a request also passes through the IT Consulting Board and is implemented by ISG.
  • IT Budget: Creation and approving of the IT-Budget
    The IT Consulting Board develops the IT budget in the normal budget process of VSETH and the budget is adopted by the Council of Members.
  • OIV registration: Designation and communication of OIV role.
    Once per semester, the IT Consulting Board sends a request to all organisational units to designate their OIV. In order to guarantee the reliable and secure operation of IT resources, each organisation must designate an OIV.
  • Feedback and information in the User Board: Updates and Feedback on IT services.
    Once a semester, the IT Consulting Board invites the OIVs of the organisations to a User Board meeting. Guests from the organizations are welcome. The IT Commission uses these meetings to receive feedback from the OIVs and to communicate changes.
  • Technical discussions in the Tech Board: Updates and Feedback on technical plattform.
    If major technical decisions are pending that should be discussed more widely within the association, the IT Consulting Board and the IT Service Group have the possibility to convene the Tech Board to discuss these questions there. The Tech Board also provides regular information on how students can develop software on the VSETH IT platform.
  • Adaption of Service Catalogue: Changes and updates to the IT service catalogue.
    Changes to the service catalogue are decided by the IT Consulting Board. Depending on the significance of the change, the User Board or Tech Board is consulted.
  • Board Veto: Controlling and prevention of decisions.
    In the case of decisions that affect a large number of users, the user groups have the possibility to appeal an ITA decision to the VSETH Executive Board. With this veto the board can prevent the implementation of an IT Consulting Board decision and the final decision will be made at the next Delegates' Council.
  • Internal Consultation: Communication with stakeholders.
    In the case of relevant changes to services, the IT Consulting Board will also address requests to the OIVs outside the User Board and Tech Board meetings via an internal consultation, on which the OIVs can then provide feedback.

TODO: (Flowchart: "Prozessabläufe in der IT-Governance")

Frequently asked questions (FAQ)

  • How can I be a good OIV for my organisation?
  • How are new IT services introduced?
  • What happens if I disagree with a decision of the IT Consulting Board?

Documents

In the VSETH IT governance there are some important documents. They are listed below.

Service Catalogue

The IT Service Catalogue is defined by the IT Consulting Board and describes the IT-Services the VSETH offers to its users. This includes for each service at least the following information:

  • Description of the service.
  • Pricing of the service based on user groups
  • Which user groups are allowed to access the service
  • Dependence on other servicves

The IT-Service Catalogue is published online and can be accessed by at least als VSETH Members.

Betriebsordnung zur Nutzung der Informatikmittel des VSETH (VSETH BOT)

The Betriebsordnung zur Nutzung der Informatikmittel des VSETH (VSETH BOT) regulates how the different IT Services of the VSETH can be used.

Examples

The following examples use e-mail to explain how the structures interact with each other via the various processes.

Example new service

  1. Sarah is an OIV member of a student association of VSETH. She notes that for the work in her student association it would be very helpful if the active members of the association could be provided with an e-mail account so that they no longer have to use their private or student accounts.
  2. Sarah brings up this proposal in the User Board and the proposal is discussed. In the User Board it becomes clear that e-mail is a need for various organisational units within VSETH.
  3. Peter from the IT Commission, who chairs the User Board, takes this feedback and reports on it to the IT Commission.
  4. The IT Commission decides that an association-wide e-mail solution is a strategic goal and should be implemented. The IT Commission appoints Stephanie from its ranks as project manager.
  5. In cooperation with the individual organisational units, Stephanie evaluates the requirements, carries out an evaluation and develops a proposal for implementation.
  6. The proposal is discussed and accepted by the IT Commission. Thus, the IT support group leader Kevin receives the order to implement it.
  7. Kevin knows that some organisational units have special technical requirements for the implementation, for this reason he presents his implementation to the Tech Board and incorporates the feedback into the implementation.
  8. Kevin implements the proposed solution together with ISG.
  9. After the successful implementation, the IT Commission decides to add the new e-mail offer to the service catalogue and informs the user board about it.
  10. As OIV of a committee, Lukas is convinced of the new offer and can now use it for his commission via the service catalogue.

Example board veto

  1. The IT Commission is discussing to abolish the e-mail service, because nobody uses e-mail anymore.
  2. As this is a big change for the users, the ITA is conducting an internal consultation with the user board.
  3. Despite the negative feedback from the internal consultation, the ITA decides to switch off the e-mail service.
  4. Daniel is an OIV member of a student association and dissatisfied with the decision. He submits a complaint to the VSETH board.
  5. The VSETH board decides that e-mail is important after all and uses its veto.
  6. The discussion whether e-mail should continue to be used is held and decided by the VSETH Members' Council (#HaveFunAtMR).

Feedback und Kontakt

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